utah department of transportationsp.rightofway.transportation.org/documents/meetings/2014...

UTAH DEPARTMENT OF TRANSPORTATION Right of Way Division

Databases & Management Systems

Shirleen Hancock

Right of Way, Deputy Director Property Management Section

shirleenhancock@utah.gov 801-965-4438

We Have All Been Here...

Right of Way ~ Data Management Approach

SURPLUS DISPOSAL

MAINTENANCE

ACQUISITION

RELOCATION

CONDEMNATION LEASE

PROPERTY MANAGEMENT

SOLD

Birth to Death

DESIGN

Databases & Management Systems

• WHERE WE HAVE BEEN – Four Independent Database & Management Systems

ePM (Electronic Project Management)

•Tracking

•Planning

•Funding

•Scheduling

•Staffing

•Reporting

ePM - A View from Property Management

• Property Management Tabs in ePM include: • Acquisition Screen - 750 • State Inventory Tab • Excess Tab • Property Management Tab • Lease Tab • Transaction Tab • Status Tab • Maintenance Tab

ePM 750 Screen • ACQUISITION

ePM 800 Screen – Property Management •STATE INVENTORY TAB

ePM 800 Screen – Property Management •EXCESS TAB

ePM 800 Screen –PROPERTY MANAGEMENT TAB •Parcels Where An Action Has Been Taken (Interested Buyer / Lease)

ePM 800 Screen – Property Management •LEASES TAB

Ties Into FINET • Captures Rent Escalation

Changes • Pushes to invoices through

FINET for accurate billing

Leases – GIS (In-House Parcels)

Currently: • Basic Parcel

Information Attached

Working On: • Pin • Project • Shape Files • Tax ID Info

ePM 800 Screen –Transaction Tab• DISPOSAL AUTHORIZATION FORM

ePM 800 Screen –Transaction Tab• LAND SALES TAB

ProjectWise v8i

(Architecture Engineering Construction Operations) *AECO ~

ProjectWise v8i

INFORMATION MANAGEMENT SOFTWARE

1. Implemented in January 2013 2. Establishes an Authoritative Source

Document • Gets rid of those pesky hard copy files with

multiple document versions

3. Ability to set up Document Naming Conventions & Attributes

4. Ability to set up States and Process Workflows

5. Establishes an Audit Trail

ProjectWise v8i – Naming Conventions

• RIGHT OF WAY NAMING CONVENTIONS & ATTRIBUTES – Adopted for Uniformity and

Consistency • Administration (Policies &

Procedures, Manuals, Guides, etc.) • Design • Acquisition • Relocation • Condemnation • Property Management

– Lease – Surplus Land

ProjectWise v8i – Naming Conventions

ProjectWise v8i – States & Process Workflows

• States & Process Workflow Provides users at a glance where a document is in the workflow process by Identified States

ProjectWise v8i

ProjectWise v8i

ProjectWise v8i

• Establishes an Audit Trail

Right of Way GIS Efforts

• Right of Way (Ongoing) – Leases

– Surplus Properties

– Right of Way Lines

Databases & Management Systems

• WHERE WE ARE TODAY

ACCOUNTING

FINET

PROJECT

MANAGEMENT

EPM

MAPS & PLANS, LEASES, RIGHT OF WAY LINES,

SURPLUS PROPERTIES

GIS

INFORMATION MANAGEMENT

PROJECTWISE

Lessons Learned

We are only as good as the data entered • Garbage In / Garbage Out

Training Is Key

• Communicate Early and Often on System Modifications & Enhancements

Remember… How do you eat an elephant?

Thank You For Your Time

Questions?